Archived decisions

Contact: David Evans, tel 01489 576387 email: [email protected]

1. Summary

1.1 This report proposes a series of options for consideration by the River Hamble Harbour Board when determining how it wishes to establish and maintain links with River Hamble stakeholders.

2. Corporate Strategy

2.1 This report supports Aims 1 to 5 of the Corporate Strategy (Maximising Life Opportunities, Stewardship of the Environment, Achieving Economic Prosperity, Building Strong and Safe Communities, and Improving Services) by contributing to the discharge of Hampshire County Council's role as the River Hamble Harbour Authority.

3. Introduction

3.1 Under the new Governance arrangements for the River Hamble, the formal title and role of the previous Advisory Committee has been deleted. It was never intended that this would deny the opportunity for the many and varied stakeholders to voice their opinions about the river and its management, but rather that the best means of achieving this should be decided at the earliest opportunity by the new Harbour Board. This report sets out the decisions required and a number of possible options for meeting the requirement. It is intended to stimulate discussion by the Management Committee and Harbour Board before the Harbour Board decides on the way ahead.

4. Stakeholders

4.1 The stakeholders of the River Hamble include:

(i) marina and boatyard operators and their Association;

(ii) Harbour Authority staff;

(iii) local businesses and their staff;

(iv) British Marine Federation;

(v) commercial visitors;

(vi) ferry operators;

(vii) moorings contractors;

(viii) the Crown Estate;

(ix) Sea Start;

(x) sailing and motorboat schools;

(xi) charter companies;

(xii) riparian landowners;

(xiii) yacht and sailing clubs;

(xiv) Royal Yachting Association (RYA);

(xv) Associations (Mooring Holders, Berth Holders, River Hamble Yacht Clubs);

(xvi) non-marine related businesses;

(xvii) emergency services (including Hamble Rescue);

(xviii) mooring and berth holders;

(xix) boat owners;

(xx) river users (not represented by Clubs and Associations);

(xxi) Hampshire County Council;

(xxii) local Borough Councils;

(xxiii) local Parish Councils;

(xxiv) local Residents' Associations;

(xxv) local Charities;

(xxvi) Sea Scouts;

(xxvii) the general public;

(xxviii) fishermen and anglers;

(xxix) birdwatchers;

(xxx) ramblers;

(xxxi) Trust Port Steering Group;

(xxxii) English Nature;

(xxxiii) English Heritage;

(xxxiv) Environment Agency;

(xxxv) Archaeological Trust;

(xxxvi) visiting yachtsmen;

(xxxvii) Solent Forum; and

(xxxviii) Solent Protection Society.

4.5 Some are already represented on the Management Committee and it will be important to decide if they need additional representation as Stakeholders.

5. Decisions Required

5.1 The following decisions are required:

(i) What is the best means for the Harbour Board and Management Committee to establish and maintain links with River Users and Stakeholders?

(ii) If regular meetings are deemed appropriate, what form should they take?

5.2 Possible options for answering the two questions above (not necessarily mutually exclusive) include:

(i) a River Hamble Forum - open to all - possibly in the form of an `Annual General Meeting';

(ii) discrete advisory groups, up to three in number, dealing with recreational sailing, commercial activities and the environment, with some cross-over between groups if required to ensure a common approach;

(iii) a single appointed committee with members representing key groups of stakeholders, along the lines of the recently expired arrangement; or

(iv) ad hoc discussions with individual stakeholders (or groups of stakeholders) as and when required.

5.3 Who should be able to attend and speak at these meetings? Possible options include:

(i) no formal membership with no restriction on who may attend or speak;

(ii) representatives of all the various stakeholder groups who wish to be represented;

(iii) representatives of all the beneficiary stakeholders only; or

(iv) representatives of all the beneficiary stakeholders plus selected non-beneficiary stakeholders.

5.4 How often should meetings be held? Possible options include:

(i) once every two months (to coincide with Harbour Board);

(ii) once every three months (to coincide with the Management Committee);

(iii) once every six months (to coincide with Harbour Board and Management Committee);

(iv) annually (as an `Annual General Meeting'); or

(v) an ad hoc arrangement, meeting as required.

5.5 Should meetings should be open to the public? The requirement for openness would clearly indicate that they should, but there is an implication for the size of venue which might be required.

5.6 Who should chair the meetings? Possible options include:

(i) the Chairman of the Harbour Board;

(ii) the Chairman of the Management Committee;

(iii) a Member of the Harbour Board;

(iv) a Member of the Management Committee;

(v) the Marine Director; or

(vi) a Chairman elected by the stakeholders.

5.7 Who will provide (and pay for) democratic support, committee support and the hire of rooms for meetings (typically £50 to £150 per meeting, depending on the size of room required)? Possible options include:

(i) the River Hamble Harbour Authority (Hampshire County Council); or

(ii) the Harbour Office; or

(iii) the stakeholders.

5.8 Where should the meetings be held? Possible options include:

(i) Winchester (provided by Hampshire County Council); or

(ii) local to the River Hamble (options include Village Halls, Sailing Clubs, RYA Headquarters and Warsash Maritime Centre).

5.9 How will the views of the meeting be reported to the Management Committee and Harbour Board? Possible options include:

(i) Chairman of stakeholder meeting to make a written report to the Management Committee and Harbour Board;

(ii) Chairman of stakeholder meeting to make a verbal report to the Management Committee and Harbour Board; or

(iii) nominated stakeholder to make a verbal report to the Management Committee and Harbour Board.

5.10 What should the meetings be called? Possible options include:

(i) River Hamble Advisory Committee/Group/Forum;

(ii) River Hamble Stakeholders Committee/Group/Forum; or

(iii) River Hamble Consultative Committee/Group/Forum.

6. Comments of the River Hamble Harbour Management Committee

6.1 The River Hamble Harbour Management Committee considered this report on 28 July 2005.

6.2 Members discussed the contents of the report and concluded that there was no reason to distinguish between beneficiary stakeholders and non-beneficiary stakeholders since all needed to be consulted as users of the River. Members generally considered that there would be great benefit in having a single annual stakeholder forum meeting which would involve all interested parties. The effectiveness of such arrangements could then be

reviewed in the light of experience. It would still be open to individuals or organisations to write in with issues of concern which could be dealt with either by the Management Committee or by task and finish groups as appropriate.

6.3 It was resolved that it be a recommendation to the River Hamble Harbour Board that a single annual River Hamble Stakeholder Forum Meeting be held which would:

(i) involve and engage all River users;

(ii) be open generally to members of groups, clubs or individuals;

(iii) be open to the press and public;

(iv) be chaired by Councillor Ellis as Chairman of the Management Committee;

(v) be funded from the River Hamble Harbour Authority through its service level agreement with Democratic Services;

(vi) be held in the evening at a suitable local venue near to the River Hamble;

(vii) receive an annual report on topical issues and achievements;

(viii) report in writing on the outcome of consultations to the Management Committee and the Board; and

(ix) be known, publicised and advertised as the "River Hamble Harbour Stakeholder Forum".

7. Impact Assessments

7.1 The purpose of this report is to ensure that everyone with an interest in the River Hamble has easy access to those who make decisions about the management of the River.

Recommendation

That the Harbour Board should debate the issues, including the views of the Management Committee, before deciding on its preferred solution.

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